Reports in the Workplace

1. CHAPTER 11 Reports in the Workplace

2. Learning Objectives • Explain how the CBO approach enhances the planning and developing of effective reports. • Identify report classifications and discuss their uses and characteristics. • Discuss organizational situations in which formal and informal report formats are best utilized. Continued on next slide. Effective Communication for Colleges, 9th ed. by Brantley and Miller

3. Continued Learning Objectives • Identify and use a variety of sources, including the Internet, to research information relevant to report preparation. • Use the CBO approach to prepare effective reports. Effective Communication for Colleges, 9th ed. by Brantley and Miller

4. Internal and External Reports • Internal reports are prepared for distribution within an organization. These reports move information: • Horizontally. • Vertically upward. • Vertically downward. • External reports are prepared for distribution outside the organization. Effective Communication for Colleges, 9th ed. by Brantley and Miller

5. Classifications of Reports • Function • Informational reports • Analytical reports • Formality • Formal reports • Informal reports Effective Communication for Colleges, 9th ed. by Brantley and Miller

6. Informational Reports Progress reports Periodic reports Minutes of meetings Travel or trip reports Expense reports Analytical Reports Proposals Feasibility reports Justification reports Functions of Reports Effective Communication for Colleges, 9th ed. by Brantley and Miller

7. Plan a Report Using the CBO Approach • Determine the report objective. • Visualize your audience. • List supporting information. • Organize the information into an outline. Effective Communication for Colleges, 9th ed. by Brantley and Miller

8. Compose a Draft Using the CBO Approach • Language • Formal or informal • Technical or nontechnical • Readability and appearance • Visuals • Headings Effective Communication for Colleges, 9th ed. by Brantley and Miller

9. Complete a Report Using the CBO Approach • Proofread. • Edit. • Revise. • Finalize. Effective Communication for Colleges, 9th ed. by Brantley and Miller

10. Formal Reports • Preliminary parts • Report body • Supplementary parts Effective Communication for Colleges, 9th ed. by Brantley and Miller

11. Formal ReportPreliminary Parts • Title page • Transmittal message • Table of contents • Abstract Effective Communication for Colleges, 9th ed. by Brantley and Miller

12. Formal ReportBody • Introduction • Authorization • Objective • Problem • Background • Scope • Limitations • Research sources • Order of presentation • Text • Terminal section • Summary or conclusions • Recommendations Effective Communication for Colleges, 9th ed. by Brantley and Miller

13. Formal ReportSupplementary Parts • Endnotes • Bibliography • Works consulted • Appendices Effective Communication for Colleges, 9th ed. by Brantley and Miller

14. Report-Writing Mechanics • Margins • Headings • Spacing • Quotations • Reference citations • Pagination Effective Communication for Colleges, 9th ed. by Brantley and Miller

15. Report-Writing Mechanics Typical Margins • Top • 2-inch top margin on first page of report body, each preliminary part, and each supplementary part • 1-inch top margin on all other pages • Bottom: 1-inch bottom margins on all pages • Sides • 1-inch side margins for unbound reports • 1.5-inch left margin for left-bound reports Effective Communication for Colleges, 9th ed. by Brantley and Miller

16. Report-Writing MechanicsMain HeadingsWithin the Report Body • Characteristics • Boldface • All capital letters • Centered • Spacing • Two blank lines above title • One blank line below title Effective Communication for Colleges, 9th ed. by Brantley and Miller

17. Report-Writing MechanicsSide Headings Within the Report Body • Characteristics • Boldface • First letter of the first word and each major word capitalized • Aligned at left margin • Spacing • Two blank lines above title • One blank line below title Effective Communication for Colleges, 9th ed. by Brantley and Miller

18. Report-Writing MechanicsParagraph Headings Within the Report Body • Characteristics • Boldface • First letter of the first word capitalized • Indented as a paragraph on the same line as text • Followed by a period • Spacing • Blank line above title • No additional space below title Effective Communication for Colleges, 9th ed. by Brantley and Miller

19. Report-Writing Mechanics Spacing • Modern Language Association (MLA) standards suggest that formal reports be double-spaced and that paragraphs be indented 0.5 inches. • Some organizations require single spacing with double spacing between paragraphs. Effective Communication for Colleges, 9th ed. by Brantley and Miller

20. Report-Writing Mechanics Quotations • Four or more lines • Single-spaced • Indented 0.5 inches from both right and left margins • No quotation marks • Fewer than four lines • Appear as regular part of the text • Enclosed in quotation marks Effective Communication for Colleges, 9th ed. by Brantley and Miller

21. Report-Writing Mechanics Reference Citations • Internal citations • Endnote page • Footnotes Effective Communication for Colleges, 9th ed. by Brantley and Miller

22. Report-Writing Mechanics Pagination Summary • Preliminary pages • Small Roman numerals at right margin • 1 inch from page bottom preceded by at least one blank line • Report body • Arabic numerals at right margin • 1 inch from top of page followed by one blank line • Supplementary pages • Arabic numerals at right margin • 1 inch from top of page followed by 1 inch Effective Communication for Colleges, 9th ed. by Brantley and Miller

23. Informal Reports • Memorandum reports • Letter reports • Standardized forms • Agenda • Minutes Effective Communication for Colleges, 9th ed. by Brantley and Miller